City Clerk

Job Description

The

City Clerk

is an at will employee appointed and supervised by the Mayor and City Council. The appointee serves as clerical officer of the Council and performs all duties and assumes all responsibilities required by Alaska Statutes, the City Code and the Charter of the City of Kenai. The Clerk works with the broadest level of independence with only guidelines established for final results. Areas of responsibility include planning, organizing, performing, and supervising the activities of the City Clerk’s office which generally involves records management, elections, support services to the City Council, and other duties required by statute. This position requires daily contact with the public, elected officials, department directors, other City employees, and outside agencies.

The City Clerk is a contract position.

The salary and contract terms are subject to negotiation with the City Council. The successful candidate must be willing to enter into an employment agreement with the salary and terms and conditions of employment negotiated with the City Council. Applications may be subject to public disclosure.

Essential Duties and Responsibilities

Manages all functions operations, activities, and personnel in the Office of the City Clerk.

Responsible for the overall supervision of Clerk’s office employees, including but not limited to hiring, training, discipline and employee evaluation. Develops and assigns work; monitors and assigns quantity and quality of work.

Attends all meetings and work sessions of the Council as well as meetings of the Planning and Zoning Commission; serves as clerical officer of the Council and keeps the journals of proceedings for the Council and its advisory commissions.

Prepares agendas and packets for Council meetings (including work sessions and special meetings) and gives notice of the time and place of all public meetings (including those of boards and commissions) in accordance with state and local public notice requirements.

Acts as parliamentary advisor for the City Council and its commissions, and provides training as necessary.

Composes proclamations, ordinances, and resolutions as requested.

Acts as liaison between the City Council, administrative departments, state and federal agencies, and the general public.

Supervises City elections. Supervises and trains staff in absentee, special needs, and poll voting procedure; candidate filing and qualification; petition handling; advertisements and notification; recruitment of election officials; ballot preparation, printing, securing and counting process; training of staff and election officials; record keeping systems, audit and control, and election returns.

Provides for the codification of City ordinances.

Serves as records manager for the City; administers the records management program; establishes standards, guidelines, and procedures for maintaining, filing, storing, and retrieving City records. Serves as custodian of all ordinances, resolutions, policies, and procedures that appear before the Council. Responds to public records requests.

Maintains custody of the official city seal and attests to all deeds, contracts and other legal documents of the City.

Administers and maintains the content for the City website pages for the City Clerk’s Office and Mayor and Council and City Elections. Works with applicable departments to ensure appropriate archival software is utilized for City social media.

Administers the City’s Public Official Financial Disclosure program.

Maintains Municipal Cemetery burial records and assigns plots upon request.

Administers permitting and licensing programs for the City not administered by other departments.

Prepares and administers the annual budget for the City Council and City Clerk Departments.

Administers oaths of office and acts as notary public.

Serves as secretary to the Board of Adjustment and other boards of appeal.

Provides necessary transcripts and certifications for bond issues.

Administers the petition process for initiative, referendum and recall, including preparation, issuance and certification of the petitions.

Administers the Special Assessment District petition process and maintains files of current Special Assessment Districts.

Maintains and keeps a correct and up-to-date record of the City boundaries and changes to the City boundaries.

Performs other related duties as requested by the City Council or as required by law.

Minimum Qualifications

Must be at least 18 years of age.

Must have a high-school diploma or equivalent (GED).

The applicant must possess any combination of training and experience that provides the applicant with the knowledge, skill, and ability to perform the essential job functions.

Must agree to obtain and maintain a Certified Municipal Clerk (CMC) designation from the International Institute of Municipal Clerks (IIMC) within three (3) years of employment.

Appointee must have working knowledge of state and local legislative and election procedures, parliamentary procedures, and record management programs.

Must possess or obtain a regular or limited governmental notary commission within thirty (30) days of employment.

The applicant (or appointee after hire) must pass a background investigation, including, but not limited to a criminal background check.

The appointee must be available to work varying schedules including weekend days and evenings, City holidays and the employee may be asked to respond to emergency call outs when available.

Supplemental Information

DESIRABLE QUALIFICATIONS

Bachelor’s degree in public administration or an equivalent combination of experience and training displaying at least five (5) years of high level administrative and/or management experience requiring independent judgment and initiative, preferably in the area of municipal government.

Have and sustain a Certified Municipal Clerk (CMC) or Master Municipal Clerk (MMC) designation from the International Institute of Municipal Clerks (IIMC).

Working knowledge of Laserfiche document management software, including Laserfiche Forms.

Working knowledge of the Drupal website content management system.

WORKING ENVIRONMENT

The work environment is typically in an indoor office and community room setting, adequately heated, lighted, and ventilated. The City Clerk must work during daytime and nighttime hours. The employee must attend public meetings, often at night. The appointee must occasionally travel to other areas in the community, particularly public office buildings.

PHYSICAL DEMANDS

While performing the duties of this job, the employee is regularly required to communicate orally and to use hands dexterously to operate office equipment (

e.g.

, computers, telephones, photocopiers, keyboards, scanners, and other general office equipment). The employee must be able to communicate orally in person and on the telephone. The employee is frequently required to sit for long periods of time and is occasionally required to stand, walk, stoop, bend, crouch, lift, and reach with hands and arms. The employee must occasionally exert up to 40 pounds of force and may be required to drive or walk to other City or State buildings. Specific vision abilities required include close vision and the ability to adjust focus. The physical demands described are representative of those required to perform the essential functions of this position, with or without reasonable accommodation.

MISCELLANEOUS INFORMATION

The City of Kenai is an equal opportunity employer. Employment is based on qualifications free of personal and political considerations, with equal opportunity for all, with no discrimination on the basis of race, color, religion, sex, national origin, age, disability, marital status, changes in marital status, pregnancy, parenthood, genetic information or any other basis prohibited by law.